Staff Handbook

The following guides address staff and employee-specific tasks. They are grouped by category.

Activate a ctcLink Account

View a guide on account activation instructions and the Gateway link.


Account Activation FAQs 

Q: How do I find the ctcLink login screen?

A: There is a ctcLink login icon located on the Employees webpage.

Q: I’m having trouble logging into ctcLink. Do you have some suggestions?

A: Try using an incognito (private) browser window in your favorite browser. The incognito (private) mode is usually accessible through the menu at the top right corner of the screen.

  • Google Chrome: click on three vertical dots on top right and select “incognito” window.
  • Brave: click on little red circle with a house on top right and select “private” window.
  • DuckDuckGo – The browser allows you to browse privately.

Q: How will I get my new ctcLink ID number?

A: Faculty, staff and students get their ctcLink ID upon account activation. Be sure to write down your new number when you get it and keep it in a safe place.

If you are employed at, or are a student at, another college already using ctcLink, you will use your same ctcLink ID number for all institutions. 

Q: Will the ctcLink ID number replace my SID?

A: Yes, your ctcLink ID number replaces your old SID.

Q: Will my ctcLink password be the same as my Bellevue College network login? 

A: While this is a possibility for the future, right now employees should anticipate having a unique password for the ctcLink system. 

Q: What if I already have a ctcLink ID number from another college?

A: If you have already received a ctcLink ID number from another college, you do not need to activate your account or receive a new number. The ctcLink ID number you already have is what you will use across all Washington colleges.

Q: What if I’m an instructor and also a student or staff member?

A: It is the same ctcLink ID. What you see corresponds to your job function at Bellevue College. Only you see your personal details. Important note: the contact information you enter through the “Personal Details” tile in Employee Self Service will override the contact information you enter through the “Profile” tile in Student Self Service.

Q: Will new employees be active in ctcLink before their first day?

A: Human Resources does the primary set-up for new employees before their first day, but employees themselves must enter key pieces of information (including selecting a password and setting security questions) to activate their ctcLink accounts. For most employees, account activation will occur during the first day on the job.

If you are unable to navigate within ctcLink or are unable to see data you believe you should have access to, please submit a ticket here. 

It is important to include as much information as possible, including but not limited to where you are trying to navigate, what permissions you think you need, your ctcLink ID and if you are currently employed at another college.

Change or Update Employee Information

ctcLink includes built-in tools for employees to update their own personal information, including: 

  • Home address and phone number
  • Emergency contact information
  • Ethnicity and preferred name

View a guide on how to Review and Update Employee Personal Details.

ctcLink allows employees to directly add an account to have their paycheck deposited directly.

View a guide on direct deposit information for payroll processing.

View a guide on making amendments to W2 and W4 forms

View a guide on how to look up past paystubs.

Employee Time and Leave Reporting

ctcLink Self-Service has a process for employees to request leave. Note: You must request vacation in advance. 

View a guide on How to Request Vacation.

ctcLink Self-Service has a built-in process for faculty to request absences in advance, and to report absences. Please report any absences no later than the end of the pay period in which they take place.

  • Absences taking place the 1st – 15th of the month need to be reported by the 15th.
  • Absences taking place the 16th  – end of the month need to be reported by the last day of the month.

View a guide on how to Request Leave for Faculty.

View the info session:

ctcLink Self-Service has a process for employees to report absences.

View a guide on how to Report Absence from Work.

Employees can directly view their own leave balances.

View a guide on Leave Balances.

Hourly and Student employees need to use ctcLink to report their time worked in order for them to get paid. It is highly recommended Hourly and Student workers submit their time worked every day to ensure all time is reviewed and approved by the cutoff. 

Student employees need to select what is called a TRC code to assign their work hours to the correct budget. Supervisor can offer guidance on which code to use. It is important  to use Work Study codes first, then STU when Work Study funds run out. Be sure to use one code per line in your timesheet.

It is important to note that BC no longer uses the Work Study Funds Tracker. Supervisors will need to keep track of the Work Study funds from now on.

  • TRC Code – Employee type 
  • HRY – Hourly employees and student employees taking less than 6 credits 
  • STU – Student employees taking at least 6 credits this quarter 
  • FWS – Federal Work Study 
  • SWS – State Work Study 
  • WFS – Workfirst/Workstudy
  • OEX – International students (under TRC Codes)

View a guide on how to Report Time – Hourly.

View a guide on how to Report Time – Student Employees.

View a guide on how to Report Time – Hourly (Vietnamese).

View a guide on how to Report Time – Employees with Multiple Jobs.

Watch a recording of the presentation for student & hourly employee time reporting:

View guides in multiple languages on how to report time worked:

Amharic – በሰዓት ለሚከፈላቸው ሠራተኞች የሰሩበትን ሰዓት ሪፖርት ማድረጊያ መንገድ

Arabic – كيفية الإبلاغ عن وقت العمل للموظفين الذين يعملون بالساعة

Chinese (simplified) – 如何报告小时工的工作时间

Chinese (traditional) – 時薪員工如何回報工作時間

Khmer – របៀបរាយការណ៍ពីចំនួនម៉ោងដែលបានធ្វើការសម្រាប់បុគ្គលិកធ្វើការគិតម៉ោង

Korean – 시급 직원을 위한 근무 시간 보고 방법

Russian – Как указать отработанное время сотрудникам, получающим почасовую оплату 

Serbian – Kako se prijavljuje vreme rada za zaposlene sa zaradom po satu

Somali – Sida ay Usoo Gudbin karaan Waqti Shaqaalaha Saacadlaha ah Ay Shaqeeyeen

Spanish – Cómo informar el tiempo trabajado para los empleados por hora

Swahili – Jinsi ya Kuripoti Saa Ulizofanya Kazi kwa Waajiriwa wa Kulipwa kwa Saa

Tagalog – Paano Mag-report ng Oras na Ipinasok para sa mga Empleyadong Orasan (Hourly Paid Employees)

Tigrinya – ብሰዓታት ንዝሰርሑ ሰራሕተኛታት ዝሰርሕዎ ሰዓታት ብኸመይ ከም ትጽብጽቦ

Vietnamese – Cách Báo Cáo Thời Gian Làm Việc Cho Nhân Viên Làm Việc Theo Giờ

View guides in multiple languages on how to report time worked – classified employees. Note Holiday hours are reported on time sheets and the below guides do not reflect these instructions. See the Reporting Holidays info sheet for how to report holiday time. 

Amharic – በሰዓት ለሚከፈላቸው ሠራተኞች የሰሩበትን ሰዓት ሪፖርት ማድረጊያ መንገድ

Arabic – كيفية الإبلاغ عن وقت العمل للموظفين الذين يعملون بالساعة

Chinese (simplified) – 如何报告小时工的工作时间

Chinese (traditional) – 時薪員工如何回報工作時間

Khmer – របៀបរាយការណ៍ពីចំនួនម៉ោងដែលបានធ្វើការសម្រាប់បុគ្គលិកធ្វើការគិតម៉ោង

Korean – 시급 직원을 위한 근무 시간 보고 방법

Russian – Как указать отработанное время сотрудникам, получающим почасовую оплату 

Serbian – Kako se prijavljuje vreme rada za zaposlene sa zaradom po satu

Somali – Sida ay Usoo Gudbin karaan Waqti Shaqaalaha Saacadlaha ah Ay Shaqeeyeen

Spanish – Cómo informar el tiempo trabajado para los empleados por hora

Swahili – Jinsi ya Kuripoti Saa Ulizofanya Kazi kwa Waajiriwa wa Kulipwa kwa Saa

Tagalog – Paano Mag-report ng Oras na Ipinasok para sa mga Empleyadong Orasan (Hourly Paid Employees)

Tigrinya – ብሰዓታት ንዝሰርሑ ሰራሕተኛታት ዝሰርሕዎ ሰዓታት ብኸመይ ከም ትጽብጽቦ

Vietnamese – Cách Báo Cáo Thời Gian Làm Việc Cho Nhân Viên Làm Việc Theo Giờ

Faculty Workload

ctcLink has a built-in process for initiating pay for part-time teaching assignments called ‘Faculty Workload’ or FWL. This process replaces the mass contracting process that produces paper teaching contracts. 

To learn more about this process, please contact the Director of Division group.

Finance, Accounting, and Purchasing

ctcLink includes a built-in process for creating a purchase requisition and routing it for approval.

Visit the Requisition guide (includes step-by-step instructions, terminology, FAQ’s, and more).

More information is available at the Finance Resource Center.

ctcLink includes a process to submit an invoice to pay Dues, Memberships, Registrations, or any payment to a state agency through the Quick Invoice screen.

Visit the Quick Invoice guide (includes step-by-step instructions, terminology, FAQ’s, and more).

More information is available at the Finance Resource Center.

ctcLink includes a process to reconcile P-Cards and submit for approval.

Visit the Reconciling P-Card Transactions/Statements guide (includes step-by-step instructions, terminology, FAQ’s, and more)

More information is available at the Finance Resource Center.

The Expense Report How-To Guide has step-by-step instructions on how to submit your expense report.

Visit the Finance Resource Center for terminology, FAQs, and more.

Travel Authorization in ctcLink is how you receive pre-trip approval of estimated travel expenses. Travel Authorizations must be fully approved before travel begins. Plan ahead!

Cash Advances must be created AFTER starting your Travel Authorization and BEFORE submitting your Travel Authorization.  The sequence of these steps is very important.  See the Cash Advance section of the Finance Resource Center for additional information.

Visit the Travel and Expense page on the Finance Resource Center for terminology, FAQs, and more.

As part of the move to ctcLink, budget numbers will change. We will continue to have access to historical information through FMSQuery.

View the Accounting Changes in ctcLink presentation slidedeck.

More information is available at the Finance Resource Center.

View the guide on understanding the General Ledger.

More information is available at the Finance Resource Center.

Managerial Self-Service

Managers need to approve timesheets (aka payable time) for their classified, hourly, and student employees. Hourly and student employees are only paid for time reported through ctcLink and that their manager approves.

Note:

  • Timesheets for a pay period can be submitted and approved multiple times if changes need to be made.
  • HR encourages hourly and student employees to submit their time worked each day. Managers can approve time as it is submitted or weekly, and do not need to wait until the end of the pay period to approve.

The following video shows how managers approve timesheets in ctcLink.

View a guide on timesheet delegation and acceptance for managers and/or watch the video below.

Managers need to approve employee leave requests. Unapproved leave requests will not be debited from the employees leave balance.

The following video shows how managers approve exempt and faculty leave requests.

Managers are able to change the assigned work schedule for an employee they supervise. This is an important task because employees can only report absences and leave for days included in their assigned work schedule.

View the guide on how to Change or Assign Work Schedules.

Approvers can delegate authority to another user for a period of time for certain modules within Finance.  

Please follow the Create Delegation Request QRG for instructions on creating a Delegation Request.  

In addition, view a video on how to create, review and accept delegations.  

Hiring

Please follow the instructions in the ctcLink HCM: Navigating TAM Guide [PDF].

View a presentation on Talent Acquisition Management.

General User Topics

View the guide on how to Activate Screen Reader.

ctcLink includes two built-in reporting tools for staff: PS Query and BI Publisher. Both tools have a statewide library of queries, and most users are not able to edit or create their own queries. Many staff who are using ctcLink will need to run reports from statewide report library, however the ability to run reports is based on pillar-specific security permissions. 

View a guide on how to run a report (queries) [PDF].

View a report on how to customize your experience [PDF] and get things done faster (courtesy of Seattle College).

View a report on how to add favorites.

View a report on how to set user defaults.

Last Updated October 6, 2023